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3 Steps to Create cool dashboards in excel

Posted on September 5th, 2006 in Analytics. Learn Excel – 15 comments

Dashboards are very common business monitoring tools, but creating them in excel with all the bells and whistles is not so easy. So here is a quick 1-2-3 on how to do it.

Lets take a sample of 2 consecutive year sales figures for 7 regions. The colums have Region name, 2004-05, 2005-06 figures and finally YoY Growth percentages. The lame dashboard should look something like this:

But may be we can make it little better. Ideally, a person looking at this would like (to know) the following things:

  • What are the things that are going up / down / remaining constant
  • The chart should look simple and not cluttered; meaning, there cant be multiple columns to present information. He/she should be able to look at one column and concluded something
  • May be little graphics wont hurt the presentation while retaining the information.

Well, how to get it in 3 steps?

  1. Type the following formula in the cell F5 and drag it to apply to all the cells

    [Click on the image to see bigger version of the formula]
  2. Select the range F5:F11, goto Format- Conditional Formatting and enter the following values there:

    [Click on the image to see bigger version of the formula]
  3. Finally, if its already not, change the font of the worksheet to Arial, (see those arrow marks, they are not available in all fonts. And btw, if you dont know how to insert them in the formula use Start- Programs- Accessories- System Tools- Character Map and then locate the symbols.)

So, go ahead and impress everyone with the cool dashboards.

Share this tip with your friends

Andrew Pearce says:

This is great BUT I am attempting to modify and adapt for a dashboard at work. with regard to conditional formatting how can I show an insignificant change ie if the % change is -1% and 1% then colour the cell contents yellow?

This way significant changes are coloured red (negative) or green (positive) with insignificant changes coloured yellow.

The collective intelligence in the office is stumped and would dearly love to come back with an answer!

Thanks in advance – Andrew

I think there is some thing wrong in the formula that you have provided. If you notice the first sheet all your data is in the C and D columns whereas your formula is making comparisons with Column E. i.e. IF E11 0. To begin with there is no data in the cell E11. And, if I go by your 2nd excel screenshot all the up and down percentages should be in column E and I do not understand why you have asked to choose the range F5:F11 and under the conditional formatting you are putting it as $E11. How can this conditional formatting be done in Excel 2007?





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    All articles with ‘dashboards’ Tag

    In this amazing guest post, the winner of our 2016 dashboard contest Chandeep Explains how he constructed the jaw dropping beauty (shown above) using Excel, creativity, love and sweat. Grab a full cup of coffee (or whatever liquid fancies you) and read on. Take lots of notes and play with the ideas in Excel while reading to maximize your learning.

    Around 2 months back, I asked you to visualize multiple variable data for 4 companies using Excel. 30 of you responded to the challenge with several interesting and awesome charts, dashboards and reports to visualize the financial metric data. Today, let s take a look at the contest entries and learn from them.

    I am really sorry for the delay in compiling the results for this contest. Originally I planned to announce them during last week of July. But my move to New Zealand disrupted the workflow. I know the contestants have poured in a lot of time effort in creating these fabulous workbook and it is unfair on my part. I am sorry and I will manage future contests better.

    Here is a simple but effective rule for your next dashboard. Tell all versions of truth. All versions? But there is only one version no? Of course, there is only one version of truth (or data), but you can present that in different ways, thus creating different perspectives, offering different insights. By using an interactive element (slicers [ ]

    This is the final part of our series on how to analyze half a million customer complaints. Click below links to read part 1 2.

    Customer satisfaction scorecard

    In the previous parts of this case study, we understood what kind of complaints were made and where they came from (states). For the customer satisfaction scorecard, let s focus on individual companies.

    This is part two of our three part series on how to analyze half a million customer complaints. Read part 1 here .

    Analyzing Regional Trends

    As introduced in part 1, our complaints dataset has geographical information too. We know the state zip code for each complaint. Please note that zip codes are partial or missing for a 10% of the data.

    In this article, let s explore three ways to analyze regional trends.

    1. Regional trends by state, product issue
    2. Complaints per million by state
    3. Complaints by zip code

    Continue

    Most advanced Excel users know that slicers are cool. Today, let s learn how to use slicers to create an awesome selection mechanism for your dashboards and forms.

    First see a quick demo

    Looks slick, eh? Read on.

    Hello all, prepare to be amazed! Here are 43 creative, fun informative ways to visualize KPI data.

    About a month ago, I asked you to visualize KPI data. We received 65 entries for this contest. After carefully reviewing the entries, our panel of judges have discarded 22 of them due to poor charting choices, errors or just plain data dumps. We are left with 43 amazing entries, each creatively analyzed the data and presented results in a powerful way.

    How to read this post?

    This is a fairly large post. If you are reading this in email or news-reader, it may not look properly. Click here to read it on chandoo.org .

    1. Each entry is shown in a box with the contestant’s name on top. Entries are shown in alphabetical order of contestant’s name.
    2. You can see a snapshot of the entry and more thumbnails below.
    3. The thumb-nails are click-able, so that you can enlarge and see the details.
    4. You can download the contest entry workbook, see play with the files.
    5. You can read my comments at the bottom.
    6. At the bottom of this post, you can find a list of key charting dashboard design techniques. Go thru them to learn how to create similar reports at work.

    Thank you

    Thank you very much for all the participants in this contest. I have thoroughly enjoyed exploring your work learned a lot from them. I am sure you had fun creating these too.

    So go ahead and enjoy the entries.

    Imagine you are the head of training department at ACME Inc. You arrange training programs round the year to empower your team. It is hard work, coordinating between employees, trainers, department heads, venues and coffee machines. What if there is something to help you keep track of all this? I am not talking about getting you a shiny new iPad, you silly. I am talking about a tracker calendar built in Excel that ties everything together (well, almost everything, you still have to fill the coffee machine.)

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    What is in this session?

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    • Story of my first ever dashboard
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      • Podcasts
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    Continue

    I have an exciting announcement to share with you. My first ever print book Dashboards for Excel . co-authored with Jordan Goldmeier is releasing on15th September .

    Dashboards for Excel what is it?

    As the name suggests this book is a handy guide for anyone preparing dashboards, management reports and business intelligence workbooks using Excel. The key benefits are,

    • Learn the visualization tools, charts, tables, and graphs important to management.
    • Understand what management doesn’t want to see in a report
    • Turn around dashboards faster and cheaper than ever before
    • Understand the key role dashboards play in an organization
    • Analyze real-world dashboards to apply important features to your own organization
    • Utilize understated, but powerful, Excel formulas and VBA code
    • Avoid common pitfalls in Excel development and dashboard creation
    • Get started with the Excel data model, PowerPivot, and Power Query

    As you can see, this is an advanced Excel book with lots of examples, case studies and practical tips.

    Cascading drop downs enhance usability of your dashboards interactive workbooks. A cascading drop-down is a 2 or more level selection mechanism. When you have 100s of selection choices, instead of creating one massive drop down or combo-box, you can set up multiple levels of drop downs, so that users can narrow down their selection. For example, users can select Country, State and then City using cascading drop downs.

    There are many ways to setup cascading drop downs. You can use formulas coupled with either data validation or form controls. You can also use Slicers. In this video we will review these techniques.

    Pivot tables are very powerful analysis tools. They can summarize vast amounts of data with just few clicks. But they are lousy when it comes to output. Imagine the horror of putting a pivot table right inside your beautiful dashboard. One refresh could ruin the layout and create half-an-hour extra work for you.

    How to combine the power of pivot tables with elegance of your dashboards?

    The answer is: GETPIVOTDATA()

    Here is a best practice to improve your dashboard usability. If you have an interactive dashboard, highlight user selections thru conditional formatting.

    Check out below quick video to understand what this means.

    Whenever you have a dashboard that is quite long or spans across multiple worksheet tabs, it can be hard to use. Here is a simple trick to make your dashboards user friendly. If your dashboard has form controls, create duplicate sets of them and place them in locations where users are looking. For example, If your [ ]

    Making your workbooks, charts, dashboards presentations beautiful is a time consuming process. It is a mix of art craft. Naturally, we spend hours polishing that important slideshow or visualization. But do you know about simple features in Excel that can save you a lot of time and help you create gorgeous output?





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    How to create Microsoft Excel dashboards to monitor the progress of a software development project (part 1 of 3)

    When it comes to manage software development projects, you have to monitor a lot of different quantitative and qualitative metrics in order to answer the main question:

    As in any other project you have to take care of the usual suspects in project controlling like the completion rate of tasks, the milestones and quality gates, the budget adherence, etc. In software development projects, however, there are a couple of very important specific additional facets to be monitored closely:

    1. The actual status and the trend of software defects
    2. The test progress, test coverage and test success
    3. The actual status and the development of change requests

    Today’s article is the first of a 3 post series on how to create minimalist, dynamic software project dashboards with Microsoft Excel; this time a software defect monitor dashboard including the Microsoft Excel workbook for free download.

    Create a one-page dashboard for monitoring the actual status of software defects in order to have an overview of the software quality at a glance. A dashboard that can be used in your overall project reporting as well.

    The Key Performance Indicators

    The main metric we care about in this part of the series is the number of software defects. According to Wikipedia a software defect (aka software bug) is

    “… the common term used to describe an error, flaw, mistake, failure, or fault in a computer program or system that produces an incorrect or unexpected result, or causes it to behave in unintended ways.”

    Usually software defects are categorized by severity, e.g. assigning a defect to one of the following classes:

    • Severity 1: Critical
      Critical defects result in a total failure of the software or unrecoverable data loss. A workaround is impossible.
    • Severity 2: Major
      Major defects result in massively impaired functionality. A workaround does not exist or is impracticable.
    • Severity 3: Minor
      Minor defects result in non-critical failures of the system. A satisfactory workaround exists.
    • Severity 4: Cosmetical
      Cosmetical defects are of low or very low impairment. A reasonable workaround exists.

    Different strokes for different folks. Other projects and other companies may use different naming conventions (like showstopper / severe / medium / minor, or others), but usually there are 4 or maximum 5 categories to classify the severity of a software defect.

    The actual status of a software bug can be classified into one of the following 3 main categories:

    • Assigned
      The defect was detected by Quality Assurance or during other tests (like the User Acceptance Test), assigned to and accepted by the software development team.
    • Resolved
      The defect was detected and assigned to the software development. The bug fix has already been delivered, but it was not yet retested by Quality Assurance.
    • Closed
      The defect was detected and assigned, development delivered the bug fix and Quality Assurance already successfully retested the fix.

    Again, terminology may differ across different software projects or companies. Furthermore there are a some more possible status like “in discussion”, “in review”, “rejected”, “duplicate”, etc. Though, in order to keep the showcase lean and simple, I am restricting myself to these 3 defect status.

    The Visualizations

    1. Software defects by severity and status for the actual week
      The snapshot of actual number of defects by status and severity is probably the first thing to look at. A simple table enhanced by a stacked bar chart and explanatory texts allows a quick overview:
    2. Software defects by status over time – cumulated and week on week
      An area chart showing the cumulated values of software defects over time and an additional line chart displaying the trend of assigned, resolved and closed defects visualizes all relevant information on the development of software bugs during the project:
      At the beginning of the project we expect the number of assigned defects to grow faster than the number of defects resolved or even closed. Towards the end of the project, however, we should see the cumulated number of assigned defects in the area chart to level off and the gaps between the areas to decrease. With regards to the line chart, this means the orange (resolved) and green (closed) line should tend to be above the red line (assigned) towards the end of the project.
    3. Average resolution and conclusion times – actuals and development over time

    The average resolution time and average conclusion time are very interesting additional measures regarding the status of software defects. The average number of days between the date of assignment and the date of resolution shows how long software development needs on average to fix a defect. The span between the date of resolution and the date of conclusion reveals the performance of Quality Assurance regarding retesting the delivered fixes. Finally, the period between the date of assignment and the date of conclusion can be used as one of the basic inputs on an estimation to complete.

    The visualization is pretty minimalistic: a table displaying the needed average number of calendar days by severity and a line chart showing the evolution of the 3 metrics over time.

    The Implementation

    As already discussed in a previous post. I am always trying to implement a workbook structure that strictly separates the data input sheet (“data”), the consolidation / calculations (“control”) and the dashboard. This case is no exception.

    Hence, you will find all formulas for consolidating the data on the worksheet “control”. There are some advanced formula techniques like array formulas, formulas using SUMPRODUCT and one complex formula calculating the ISO 8601 week numbers. I will not provide a detailed how-to tutorial on these formulas, but the following links might help you understand the used techniques:

    • For understanding the concept of array formulas you may want to check out Chip Pearson’s great website
    • Charley Kyd has a very good article on his website ExcelUser regarding SUMPRODUCT
    • An explanation on how to calculate week numbers is available in a previous post here on Clearly and Simply

    Agreed, all these formulas require advanced skills in Microsoft Excel, but they are no rocket science.

    The implementation of the used visualizations, however, should be self-explanatory: 2 tables directly linked to the results on the control sheet, a stacked bar chart, an area chart and 2 line charts. Microsoft Excel standard functionality and charts, no tricks and hacks necessary.

    The Result

    Here is the final result, a screenshot of the complete dashboard:

    A variety of other metrics may be added, like an estimation to complete, the defect fix fault ratio (i.e. the number of bad fixes compared to the number of delivered fixes), etc. but I guess this little showcase should get you going.

    The Download Link

    Here is the Microsoft Excel workbook for free download:

    All dates and numbers in this workbook are made up.

    What’s next?

    Monitoring the software defects of your project is only half the battle won. Another extremely important thing to track is the progress and performance of your Quality Assurance and testing. The next article will discuss a Microsoft Excel dashboard to monitor the test progress of a software development project.

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